Administrative Assistant II

FM; St. Louis (MO); On-site; USD 42,000 - 54,000; Full time

Job summary

FM is seeking an Administrative Assistant to provide direct administrative support to the Business Administration Manager and the Operations team. The role requires organization, initiative, and the ability to manage multiple priorities in a fast-paced environment.

You will work cross-functionally to support meetings, events, reports, and onboarding/offboarding activities, while identifying opportunities to streamline processes and boost overall operation effectiveness.

Qualifications

• High school diploma required; college preferred.
• 2+ years of administrative experience supporting management or work groups.
• Advanced knowledge of Outlook, Excel, MS Teams, OneDrive, Word, PowerPoint, and SharePoint.
• Highly organized with attention to detail and ability to thrive in a fast-paced environment.
• Creative self-starter with critical thinking and problem-solving skills.
• Proven ability to learn new business technology systems and applications.
• Excellent keyboard skills, including typing speed and accuracy.
• Strong telephone, written and verbal communication skills.
• Significant interpersonal skills and ability to maintain confidential information.

Responsibilities

• Handle confidential administrative details with judgment and initiative.
• Aid in managing account leads and reservations.
• Anticipate and prepare materials for correspondence, meetings, and calls.
• Compose and type correspondence and reports from various sources.
• Summarize incoming materials and highlight substantial information.
• Assist in business planning and related functions.
• Schedule appointments and arrange reservations.
• Analyze information requests and prepare special reports.
• Manage multiple spreadsheet data, including pivot tables and formulas.
• Coordinate meetings and handle calendars.
• Balance multiple priorities and meet deadlines.
• Manage emails and assist in onboarding and offboarding employees.
• Prepare materials for meetings, presentations, and interviews.
• Collaborate with other department admins for meetings and events.
• Event planning and coordination including logistics, catering, and technology needs.
• Handle ad hoc requests and project coordination.
• Back-up other administrative assistants as needed.

Skills

Highly organized

Attention to detail

Creative self-starter with critical TH

Excellent written and verbal comunic

Education

High School Diploma

Some college preferred

Tools

Outlook

Excel

MS Teams

OneDrive

Word

PowerPoint

SharePoint

Job description

Job Description

The Administrative Assistant provides direct administrative and operational support to the Business Administration Manager and the broader Operations team, helping ensure day-to-day business needs are coordinated efficiently and effectively.

This role serves as a key administrative resource within the operation and works cross-functionally with other departments, teams, and administrative professionals to support business priorities, meetings, events, projects, and operational activities.

The ideal candidate is highly organized, proactive, adaptable, and comfortable managing multiple priorities in a fast-paced environment. This position requires strong judgment, attention to detail, and the ability to take ownership of responsibilities while identifying opportunities to improve administrative processes and support the overall effectiveness of the operation.

Key Responsibilities Include, But Are Not Limited To

• Handle confidential administrative details with considerable judgment and initiative.
• Aid in managing account leads and reservations.
• Anticipate and prepare materials for correspondence, meetings, and calls.
• Compose and type correspondence and reports from various sources.
• Summarize incoming materials and highlight substantial information.
• Assist in business planning and related functions.
• Schedule appointments and arrange reservations.
• Analyze information requests and prepare special reports.
• Manage multiple spreadsheet data, including crafting pivot tables and formulas.
• Coordinate meetings and handle calendars.
• Balance multiple priorities and meet deadlines.
• Manage emails and assist in onboarding and offboarding employees.
• Prepare materials for meetings, presentations, and interviews.
• Collaborate with other department admins for meetings and events.
• Event planning and coordination, comprising logistics, catering, and technology needs including our Risk Management and broker conferences, etc.
• Handle ad hoc requests and project coordination.
• Assist and back-up other administrative assistants as needed.

Qualifications

• High School Diploma required; college preferred!
• 2+ years of administrative experience supporting management or work groups.
• Advanced knowledge of Outlook, Excel, MS Teams, OneDrive, Word, PowerPoint, and SharePoint!
• Highly organized with attention to detail and fast-paced.
• Creative self-starter with critical thinking skills.
• Proven ability to learn new business technology systems and applications.
• Excellent keyboard skills, including typing speed and accuracy.
• Highly refined telephone skills.
• Excellent written and verbal communication skills.
• Significant interpersonal skills.
• Ability to establish and maintain electronic filing systems.
• Ability to handle confidential information and material.